Looking for a way to build a seamless Gravity Forms Airtable integration and automatically fill form fields with data from Airtable? You’re in the right place. This step-by-step guide walks you through using the GravityWP API Connector to connect Airtable with Gravity Forms, no third-party platforms involved.
This setup is perfect for prefilling information from your CRM, or populating job details based on a project name. Let’s walk through the entire process using a real-world scenario.
Why Integrate Gravity Forms with Airtable?
Airtable is a powerful yet easy-to-use cloud database. Many teams use it to manage projects, customers, inventory, and more. Integrating it with Gravity Forms allows you to:
- Auto-fill Gravity Form fields based on existing Airtable records
- Prevent duplicate entries
- Improve data accuracy and save time
- Build smarter workflows right inside WordPress
And best of all, it works without relying on any external platforms.
What You’ll Need
- A WordPress site with Gravity Forms installed
- The GravityWP API Connector add-on
- An Airtable account with a base and table set up
- A Personal Access Token (PAT) from Airtable
Key Terms Explained
If you’re new to APIs or integrations, don’t worry, here are some key terms in plain language:
| Term | Simple Explanation |
|---|---|
| API | A way for two apps to talk to each other. In this case, Gravity Forms talks to Airtable. |
| GET request | A type of request that asks for data. Like asking Airtable: “Can you tell me the project description for ‘Website Redesign’?” |
| Bearer Token | A secure passkey that says, “Hey Airtable, it’s me, I’m allowed to ask for data.” |
| Base URL | The starting web address of the app you’re connecting to (e.g., Airtable’s API homepage). |
| Endpoint URL | The specific section (table) of Airtable you want to fetch data from. |
| filterByFormula | Airtable’s way to search. We use it to find rows that match something from the form. |
| JSON | A structured format that apps use to send and receive data. Think of it like a digital spreadsheet row. |
| Merge Tag | A shortcut that pulls the value someone typed in a form field, like their name or project. |
Meet the GravityWP API Connector Add-On
This add-on lets you connect Gravity Forms with any REST API. In this case, we’re connecting to Airtable’s API to retrieve information and display it in the form dynamically.
Benefits
- 100% WordPress-native
- No third-party platforms involved
- Flexible request types (GET/POST)
- Dynamic field mapping and conditional triggers
Step-by-Step: Connect Airtable to Gravity Forms (GET Request)
We’ll use a real-life example: When a user types a project name in Gravity Forms, the description auto-fills from Airtable.
1. Set Up Airtable
- Create a table called Projects
- Add at least two fields: Project Name and Project Description
- Fill in a few rows with dummy data (e.g., Branding Strategy, Website Redesign)
2. Generate Your Airtable Token
Go to https://airtable.com/developers/web/api/personal-access-tokens
- Click Create Token
- Scopes: data.records:read
- Select the base you just created
- Copy the token—it will be used as your API key
Tip: Airtable now uses PATs instead of old API keys. These are more secure and customizable.
3. Build Your Gravity Form
- Field 1: Project Name (Single Line Text)
- Field 2: Project Description (Paragraph Text)
You’ll use the first field as the lookup value. The second field will display the data pulled from Airtable.
4. Configure the API in GravityWP Connector
Go to Forms > Settings > API Connector > Add API
API Name: Airtable Connection
Base URL: https://api.airtable.com/
Authentication Method: Bearer Token
Bearer Token: YOUR_PAT
Why “Bearer”? Airtable requires it to identify and authenticate your request.
Save the configuration.
5. Set Up the API Feed (Your Form > Settings > API Connector)
- Request Method: GET
- Endpoint URL: /v0/YOUR_BASE_ID/Projects
- Input Type: Regular Fields
Headers:
- Content-Type: application/json
Even for GET, Airtable expects application/json in the headers.
Query String:
- Key: filterByFormula
- Value: {Project Name} = “{Project Name:1}”
This formula filters Airtable records by the value entered in the form.
6. Set Target Field Mapping
- Field: Project Description
- Key: records/0/fields/Project Description
Airtable’s API response wraps everything in an array. We use records/0/fields/… to extract the first match.
7. Set the Trigger
Choose: “On change, of any mapped field”
This ensures the API call fires as soon as someone types into the Project Name field.
8. Preview and Test
- Go to your form preview
- Type a project name that exists in Airtable (e.g., “Website Redesign”)
- The Project Description field should auto-fill
If it doesn’t work, double-check:
- Your field IDs in the merge tag (e.g., {Project Name:1})
- Your Bearer token
9. Troubleshooting Tips
- Enable logging in GravityForms Settings > Logging
- Check the API Connector logs
- AUTHENTICATION_REQUIRED → Check your token and Bearer spacing
- No response → Check the formula or table name in the Endpoint URL
Final Thoughts
Using the GravityWP API Connector, you can connect Gravity Forms with Airtable smoothly. This setup gives you full control, no middleware, no third-party subscriptions. And it’s just the beginning.
The potential of this add-on is huge, and even as it evolves, you can already build powerful, form-based workflows with it.
If you’ve made it this far, you’ve just unlocked a more dynamic, smarter way to use Gravity Forms.
Read tutorials about
How to Replace Zapier with n8n (Using the GravityWP n8n Connector)
Tired of burning Zapier tasks on every Gravity Forms submission? This guide shows you how to replace Zapier with n8n using the GravityWP n8n Connector. You’ll learn how to move an existing Zap step-by-step into n8n, cut automation costs, and keep full control over where your data lives.
n8n vs Zapier: Which Automation Tool Actually Fits Your Work?
Trying to decide between n8n vs Zapier? This article breaks down pricing, hosting, integrations, AI features, and where self-hosted n8n on a cheap VPS can beat Zapier’s task-based plans. You’ll also see how Gravity Forms users can plug in the GravityWP n8n Connector and move key workflows off Zapier without rebuilding their forms.
Cloudflare Tunnel + n8n: Expose Local n8n for Webhook Testing (Dev Only)
This guide shows how to use Cloudflare Tunnel Quick Tunnels to put a local n8n instance on the internet for real webhook testing. It’s a dev-only recipe that lets tools like GravityWP’s n8n Connector call your local n8n over HTTPS, without renting a VPS or opening ports.
Self-Host n8n with Docker on a VPS
Learn how to self-host n8n with Docker on a VPS using a production-ready setup. This step-by-step guide walks you through configuring Docker Compose, Postgres, HTTPS, and WEBHOOK_URL so you can run reliable, secure n8n workflows on your own server.
